Automatic Emails are used to manage all communication with people in your 360-degree feedback project.
Instead of sending emails manually, you configure and schedule emails in advance, and the system delivers them automatically based on your settings.
How Automatic Emails Work
Automatic Emails are:
- Configured within your project
- Scheduled to send on specific dates
- Sent automatically to the appropriate people
- Triggered based on responder status (e.g., completed or not completed)
Once set up, the system handles delivery without further manual action.
Confirmation email
Once an automatic email has been sent, a confirmation message is sent to the project administrator.
The confirmation message typically includes:
- Project name
- Email type
- Date and time the email was sent
- Number of successfully sent and failed emails
- List of recipient email addresses the message was delivered to
Types of Automatic Emails
Panoramic Feedback uses automatic emails to manage communication with Subjects and Responders throughout your project.
Each email type serves a specific purpose at different stages of the feedback process.
Subject Emails
Subject emails are sent only to Subjects (those receiving feedback).
These may include:
- Subject Catalyst (automatically provides the URL and PID)
Sent before the feedback process begins. It invites Subjects to enter their Responders and provides access to the Subject Portal.
- Subject Reminder (automatically provides the URL and PID)
Sent to Subjects who have not entered enough Responders.
- Subject Address Correction
Sent when responder email addresses entered by a Subject are incorrect, allowing the Subject to update the information.
Responder Emails
Responder emails are sent to all Responders (including the Subject if self-assessment is included).
These include:
- Responder Pre-Announcement
An optional email sent in advance to notify responders about an upcoming feedback project. This email does not include access details.
- Responder Catalyst (automatically provides the URL and PID)
The main invitation email. Sent on the project start date, it includes each Responder’s unique access PID(s) and instructions.
- Responder Reminder (automatically provides the URL and PID)
Sent to Responders who have not yet completed their feedback. Multiple reminder emails can be scheduled.
Report Emails
- Automatic Report
Generates and sends reports to Subjects automatically on a scheduled date. This requires a report design to be configured in advance.
How Automatic Emails Fit Into Your Workflow
Automatic Emails are typically set up after people have been added.
A common sequence is:
- Configure email types and content
- Schedule key emails (Pre-Announcement, Catalyst, Reminders)
- Monitor delivery and response progress
This allows your project to run smoothly with minimal manual intervention.
What You Can Do on This Page
In the Automatic Emails section, you can:
- Create and manage different email types
- Set send dates and schedules
- Customize email content
This gives you full control over how communication is handled.
Tips for Using Automatic Emails
- Set up all required emails before launching your project
- Review email content carefully before activation
- Schedule reminders in advance to maintain momentum
- Use a Pre-Announcement email to prepare Subjects and Responders (optional)
- Ensure all email addresses are accurate
Important Considerations
- Emails are only sent if they are properly scheduled
- Changes to people may affect who receives emails
- Incorrect email setup can delay or prevent communication
- Always review your email schedule before launch
